Loading...
HomeMy WebLinkAbout1999-07-20 - Agendas - Final FAYETTEVILLE *THE CITY OF FAYETTEVILLE. ARKANSAS FINAL AGENDA FAYETTEVILLE CITY COUNCIL JULY 20, 1999 A meeting of the Fayetteville City Council will be held on July 20, 1999 at 6:30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. The following items will be discussed: A. CONSENT AGENDA 1. APPROVAL OF MINUTES: Approval of the minutes from the July 6, 1999 City Council meeting. 2. BID 99-8 : A resolution awarding Bid 99-8 for Wilson Park Tot Playground to TNT in the amount of $46, 179, plus a project contingency of $3 ,000 for a total of $49, 179. 3. BID 99-9 : A resolution awarding Bid 99-9 for the Root School Playground Project to Midland Construction Company, Inc. in the amount of $43 ,909. 4. INTERNET SITE: REMOVED FROM CONSENT AGENDA AND PLACED UNDER NEW BUSINESS, ITEM C.5. 5. TERMINAL APRON REHABILITATION: A resolution awarding the contract for the Terminal Apron Rehabilitation Project to Pavement Specialist, Inc. in the amount of $281 ,547.83 and a project contingency of $31 ,552.00; and $6,000.00 for materials testing. And approval of a budget adjustment to cover the project contingency and increased cost over the original project estimate. 6. T-HANGAR BID : A resolution approving a construction contract for an eight-bay T-hangar to be awarded to Gray Construction, Inc. for a bid amount of $264,364.50; a project contingency ( 10%) of $26,436.00; materials testing amount of $ 1 ,000.00; plus approval of a budget adjustment. 113 WEST MOUNTAIN. 72701 501521 -7700 FAX 501 575-8257 1 Final Agenda City Council Page 2 B. OLD BUSINESS 1 . WASHINGTON SCHOOL GYM: Discussion of additional funding for a brick facade for the Washington School gymnasium. THIS ITEM WILL BE POSTPONED UNTIL FURTHER NOTICE FROM THE FAYETTEVILLE SCHOOL BOARD. 2, TOWN CENTER REPORT: Discussion of suggested cost reduction items to reduce bid amount made by Nabholz Construction Co. for the building of the Fayetteville Town Center. Bids on this project are binding on the apparent low bidder for 90 days; therefore, August 4ih is the last date to complete a contract with Nabholz. $792,541 in proposed cost reductions have been identified in the project to arrive at a current cost of $7,569,292 - leaving the bid $219,292 from the budget. C. NEW BUSINESS 1. RZ 98-22 : An ordinance approving rezoning request RZ 98-22 submitted by Richard Osborne on behalf of Littlefield Investment Company for property located at 1798 East Huntsville Road. The property is zoned C- 1 , Neighborhood Commercial, and contains approximately 0.788 acres. The request is to rezone the property to C-2, Thoroughfare Commercial for the purpose of installing a used car lot. 2. EXTERNAL DEFIBRILATORS: An ordinance approving a Bid Waiver and purchase of ten Lifepak 500 Automatic External Defibrilators from Med Tronic Physio-Control Corporation of Redmond, Washington. 3. CABLE TRANSFER: A public hearing and consideration of an ordinance approving the application for Franchise Authority Consent to assignment or transfer of Control of Cable Television Franchise submitted by TCA Cable Television, Inc. and Cox Classic Cable, Inc. 4, T-HANGAR BID: REMOVED FROM NEW BUSINESS AND PLACED UNDER CONSENT AGENDA, ITEM A.6. 5. INTERNET SITE: A resolution endorsing the creation of Fayetteville.com, an internet site by Interface Computer Center. Interface Computer is the first company to commit to locate in the Arkansas Research and Technology Park and the internet site is a private commercial venture which will link to the City' s and Chamber of Commerce' s internet sites. The site is set to launch August 1 , 1999. r DAVIS TRIIMRO DANTEI qANTOR MAYC)R HANNA �P 3D Co1vsc, a IRTIMBO DANIFT SANTOR MAYOR HANNA AUSTIN DAVIR IRIIMRQ DANTEL SANTOS RINRFIL MAYnR HANNA 7w.✓ eA 444 Voy DAVIS IRTIMBO DANIEI o n It RUSSELL MAY(-)R HANNA e i �vZ ,2Z 9 zZ ATIRTM DAVIR TRTIMRO DANIEL ANTOS DAVIS . MAYOR HANNA 5,30 AURTIN ✓ ✓ TRTIMRO DANIEL VM NCY RIISSFIL REYNOLDS MAYOR 14ANNA r V 4/ ✓ ✓ ° A ' AUSTIN ✓ ✓ DAVIR TRIJMRO DANIFT pl ✓ ✓ MAYOR HANNA ALISTIN DAVIS TRIJMRO DANIEL SANTOS REYNOLDS MAYOR EIANNA �S DAVIS TRIIMRO DANIEL MAYOR HANNA r L q`30 9 MINUTES OF A MEETING OF THE FAYETTEVILLE CITY COUNCIL JULY 611999 A meeting of the Fayetteville City Council was held on July 6, 1999 at 6 : 30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. PRESENT: Mayor Hanna; Aldermen Reynolds, Austin, Davis, Trumbo, Daniel, Santos, and Young; City Attorney Jerry Rose; City Clerk Heather Woodruff; Staff; Press; and Audience. ABSENT: Alderman Russell. ITEM ACTION TAKEN Nominating Report Approved Approval of the Minutes Approved Arkansas Avenue Sidewalk Reconstruction Approved Res. 84-99 Land Purchase for Extension of Sixth Street Approved Res. 85-99 Easement Acquisition for placement of sign on Hwy. 45 Approved Res. 86-99 Sanitary Sewer Rehabilitation Approved Res. 87-99 Telephone Upgrade/Y2K Compliance Approved Res. 88-99 Steele Boulevard/Van Asche: Cost-Share Increase Approved Res. 89-99 Steele Boulevard Bridge Approved Res. 90-99 Washington School Gym No action RZ 98-22 Moved to 7/20/99 agenda Water/Sewer Relocation Hwy 265 Passed Ord. 4172 Poplar Street Improvements / Construction Approved Res. 91 -99 Poplar Street Improvements / Engineering Approved Res. 92-99 Fayetteville Youth Center Funding Approved Res. 93-99 Fox Hunter Road Paving Approved Res. 94-99 Wastewater Treatment Plant Discussion No Action MINUTES OF A MEETING OF THE FAYETTEVILLE CITY COUNCIL JULY 611999 A meeting of the Fayetteville City Council was held on July 6, 1999 at 6:30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. PRESENT: Mayor Hanna; Aldermen Reynolds, Austin, Davis, Trumbo, Daniel, Santos, and Young; City Attorney Jerry Rose; City Clerk Heather Woodruff; Staff; Press; and Audience. ABSENT: Alderman Russell. NOMINATING REPORT Alderman Daniel moved to appoint David Bruce Hawkins to the Cable Board. Alderman Trumbo seconded the motion. Upon roll call the motion carried unanimously. CONSENT AGENDA APPROVAL OF THE MINUTES Approval of the minutes from the June 15 , 1999 meeting. Minutes were approved with corrections. ARKANSAS AVENUE SIDEWALK A resolution approving a construction contract with APAC-Arkansas, Inc., McClinton-Anchor Division for Arkansas Avenue Sidewalk Reconstruction in the amount of $54,654.35 ; a project contingency in the amount of $ 13,488. 15 ; materials testing funding in the amount of $2,000.00; and a budget adjustment to fully fund the project. RESOLUTION 84-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. LAND PURCHASE A resolution authorizing the city to purchase 0.22 acres of land, including an improvement (old service station) from Jerry L. Sciacca for $46,565 .00 plus closing costs in association with the extension of Sixth Street from Wood Avenue to East Huntsville Road. RESOLUTION 85-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. EASEMENT ACQUISITION A resolution approving the acquisition of an easement from Mr. Jerry Sweetser for the placement of a city sign on Hwy 45 . Further, approving the conveyance of a portion of right-of-way (old 24" Street curve) to Mr. Sweetser as consideration for the above acquisition. City Council Minutes July 6, 1999 Page 3 RESOLUTION 86-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. SANITARY SEWER REHABILITATION A resolution approving an engineering agreement with The RJN Group, Inc., in the amount of $498,879, and a 10% contingency of $49,888, for engineering design and construction inspection for Sanitary Sewer Rehabilitation, Illinois River Basins 6-9 and 16, and White River Minisystem 9. RESOLUTION 87-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. TELEPHONE UPGRADE / Y2K COMPLIANCE A resolution approving Bid Award 99-56 for the telephone upgrade/ Y2K compliance project to Midwestern Telephone, Inc. in the amount of $53,228. 13 , plus a project contingency of $29,000.00 for a total project cost of $82,228 . 13 . RESOLUTION 88-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. STEELE BOULEVARD / VAN ASCHE A resolution approving a proposed cost-share increase with NANCHAR, INC. and Marjorie S. Brooks (CMN) in the amount of $ 116,291 .00 for the earthwork, grading and subgrade work on the sections of Steele Boulevard and Van Asche for which the City has previously agreed to cost- share. RESOLUTION 89-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK STEELE BOULEVARD BRIDGE A resolution approving a 50/50 cost share for the actual construction costs of the Steele Boulevard Bridge over Mud Creek with NANCHAR, Inc. and Marjorie S. Brooks (CMN); and approval of a budget adjustment in the amount of $48,217. RESOLUTION 90-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. Alderman Austin moved to approve the consent agenda. Alderman Davis seconded the motion. Upon roll call the motion carried by a vote of 6-1-0, Young abstaining. OLD BUSINESS WASHINGTON SCHOOL GYM . A discussion of additional funding for a brick facade for the Washington School Gymnasium. No representative from the school was present. Item was moved to the next agenda. City Council Minutes July 6, 1999 Page 4 NEW BUSINESS RZ 98-22 An ordinance for RZ 98-22 submitted by Richard Osborne on behalf of Littlefield Investment Company for property located at 1798 East Huntsville Road. This item was postponed until the July 20, 1999 City Council meeting at the request of the applicant. WATER / SEWER RELOCATION - HIGHWAY 265 An ordinance approving a bid waiver for a local company, Field Services Company, to provide immediate easement preparation and field negotiations assistance to city staff for water / sewer relocation on Highway 265 ; upset cost limit of $23 , 100.00. Mr. Rose read the ordinance for the first time. Alderman Trumbo moved to suspend the rules and go to the second reading. Alderman Young seconded the motion. Upon roll call the motion carried unanimously. Mr. Rose read the ordinance for the second time. Alderman Davis moved to suspend the rules and move to the third and final reading. Alderman Trumbo seconded the motion. Upon roll call the motion carried unanimously. Mr. Rose read the ordinance for the third and final time. Mayor Hanna called for the vote. Upon roll call the ordinance passed unanimously. ORDINANCE 4172 AS RECORDED IN THE OFFICE OF THE CITY CLERK. POPLAR STREET IMPROVEMENTS - CONSTRUCTION A resolution approving: A. A construction contract with Sweetser Construction in the amount of $845 ,815 .50 for the Poplar Street project. B . A project contingency in the amount of $ 126,872.33 ( 15%) for use as needed for testing, quantity variations, utility relocations, changes. C. Approval for the Mayor to expend the full project contingency as the mayor deems necessary for the completion of the Poplar Street project. D. Budget adjustment for the project in the amount of $ 160, 142.83 Alderman Davis asked if there was a possibility of a future stop light. • City Council Minutes . July 6, 1999 Page 5 Mr. Venable replied they could add a conduit at Gregg Street while the contract was going on. He thought it could be done and that it was a good idea. Alderman Daniel moved to approve the resolution. Alderman Austin seconded the motion. Upon roll call the motion carried unanimously. RESOLUTION 91-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. POPLAR STREET IMPROVEMENTS — ENGINEERING A resolution approving a contract amendment for engineering services with Milholland Company to add bidding and construction management for the Poplar Street Improvements in the amount of $71 ,601 .00. Alderman Austin moved to approve the resolution. Alderman Reynolds seconded the motion. Upon roll call the motion carried unanimously. RESOLUTION 92-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. • FAYETTEVILLE YOUTH CENTER FUNDING A resolution approving a supplemental transfer to the Fayetteville Youth Center to provide funding for facility repairs and a budget adjustment. Alderman Trumbo stated Mr. Kevin Renner had been working on the capital improvements and the proposed facility if the council had any questions. He added the money would be used for repairs on the roof and other things. Alderman Daniel asked if there was a budget for repairs at the Youth Center. Mr. Renner replied they did have some capital improvement funds for things like this, but those monies came from an endowment which was set aside. The endowment was a key part of their grant application. To have money drawn from the endowment might affect their chances in receiving the grant. Alderman Daniel asked how long they would be in their current building. Mr. Renner replied if everything went as planned, they would be in the building for another three to four years. • Alderman Trumbo moved to approve the resolution. Alderman Daniel seconded the City Council Minutes July 6, 1999 Page 6 motion. Upon roll call the motion carried unanimously. RESOLUTION 93-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. FOX HUNTER ROAD A resolution approving the expenditure of $25,000 toward the cost of paving a portion of Fox Hunter Road and a budget adjustment. Mayor Hanna explained this was the portion of the road in front of the wastewater treatment plant. The county had already done most of the work. What they were asking for was to help pave the road. Alderman Trumbo added the road was mostly used by the city. In response to questions, Mayor Hanna stated the county would be doing the paving. It would only be a transfer of funds. Alderman Daniel asked how many residents were in the area. • Mr. Venable replied there were very few houses out in that area. He stated this would be a big help in getting in and out of our facility. Alderman Austin moved to approve the resolution. Alderman Reynolds seconded the motion. Upon roll call the motion carried unanimously. RESOLUTION 94-99 AS RECORDED IN THE OFFICE OF THE CITY CLERK. TREATMENT PLANT Discussion of current status report on the wastewater treatment plant. Mr. Don Bunn reported the land purchases had been approved. He felt all the property would be acquired by September. The permit applications had been applied for both discharge in the White River and in the Goose Creek Illinois River Area. They expected the application to be submitted to the Department of Environmental Quality sometime during the first two weeks of August. They were in the process of getting statements of qualifications from engineering firms to do the engineering work for the new plant and the line work. They had advertised in the Engineering News Record, the Arkansas Democrat Gazette, Morning News, and the Northwest Arkansas Times. They should receive the statements of the qualifications on July 16, 1999. • They were expecting between fifteen and twenty statements to be submitted. They would ask the City Council Minutes July 6, 1999 Page 7 firms on their short list to submit detailed proposals to them for the engineering work. They were expecting to divide the work into three to four individual contracts. The new plant, work at the old plant, and the line work and pump stations would be two contracts. They were planning to negotiate contracts this fall and to have a contract for approval in January of 2000. A new plant would not be on line until 2004 or 2005. Alderman Young asked if the permit was submitted in August when they would receive approval. Mr. Bunn replied they thought it would take six to eight months to get a permit approved. There would be a public hearing in connection with the permit. Alderman Young asked when the design would begin. Mr. Bunn replied they were hoping to get the engineering contracts approved at the same time the permit was issued. The permit would determine the amount of treatment that would be required at each location. If the permit was delayed they would continue with the work they could do without knowing what the limits of the permit was. The delay would limit the amount of work they could do. Alderman Young questioned the amount of design work that would be done before the bonds were voted on. Mr. Bunn replied there would have to be enough design work done to get a handle on how much the cost was going to be. They will have to know what the cost would be before they could vote on the bonds. Alderman Young asked if the people voted down the bonds, would there be a clause in the contract which would stop the engineering work and payment. Mr. Venable replied there would be a termination clause in the contract. The meeting adjourned at 7:00 p.m. • FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS TENTATIVE AGENDA FAYETTEVILLE CITY COUNCIL JULY 20, 1999 A meeting of the Fayetteville City Council will be held on July 20, 1999 at 6:30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. The following items will be discussed: A. CONSENT AGENDA 1. APPROVAL OF MINUTES: Approval of the minutes from the July 6, 1999 City Council meeting. 2, BID 99-8: A resolution awarding Bid 99-8 for Wilson Park Tot Playground to TNT in the amount of $46, 179, plus a project contingency of $3 ,000 for a total of $49, 179. 3, BID 99-9: A resolution awarding Bid 99-9 for the Root School Playground Project to Midland Construction Company, Inc. in the amount of $43,909. 4. INTERNET SITE: A resolution endorsing the creation of Fayetteville.com, an internet site by Interface Computer Center. Interface Computer is the first company to commit to locate in the Arkansas Research and Technology Park and the internet site is a private commercial venture which will link to the City's and Chamber of Commerce's internet sites. The site is set to launch August 1 , 1999. 5, TERMINAL APRON REHABILITATION: A resolution awarding the contract for the Terminal Apron Rehabilitation Project to Pavement Specialist, Inc. in the amount of $281 ,547.83 and a project contingency of $31 ,552.00; and $6,000.00 for materials testing. And approval of a budget adjustment to cover the project contingency and increased cost over the original project estimate. 113 WEST MOUNTAIN 72701 501521-7700 FAX 501575-8257 Tentative Agenda City Council Page 2 B. OLD BUSINESS 1, WASHINGTON SCHOOL GYM: Discussion of additional funding for a brick facade for the Washington School gymnasium. C. NEW BUSINESS 1. RZ 98-22: An ordinance approving rezoning request RZ 98-22 submitted by Richard Osborne on behalf of Littlefield Investment Company for property located at 1798 East Huntsville Road. The property is zoned C- 1 , Neighborhood Commercial, and contains approximately 0.788 acres. The request is to rezone the property to C-2, Thoroughfare Commercial for the purpose of installing a used car lot. 2. EXTERNAL DEFIBRILATORS: An ordinance approving a Bid Waiver and purchase of ten Lifepak 500 Automatic External Defibrilators from Med Tronic Physio-Control Corporation of Redmond, Washington. 3, CABLE TRANSFER: A public hearing and consideration of an ordinance approving the application for Franchise Authority Consent to assignment or transfer of Control of Cable Television Franchise submitted by TCA Cable Television, Inc. and Cox Classic Cable, Inc. 4, T-HANGAR BID: A resolution approving a construction contract for an eight- bay T-hangar to be awarded to Gray Construction, Inc. for a bid amount of $264,364.50; a project contingency ( 10%) of $26,436.00; materials testing amount of $ 1 ,000.00; plus approval of a budget adjustment. Bill 99-8 STAFF REVIEW FORM A.2. 1 RE (. - . _ - - AGENDA REQUEST CONTRACT REVIEW JUL 2 1999 GRANT REVIEW CITY OFFAYETfEVILLE • CITY CLERK'S OFFICE For the Fayetteville City Council meeting of July20, 1999 FROM : Connie Edmonston Parks & Recreation Public Works Division Name Division Department ACTION REQUIRED : Approval of Bid #99-8 for the Wilson Park Tot Playground to TNT in the amount of $46, 179, plus a project contingency of $3, 000 for a total of $49, 179. COST TO CITY : � p4, 17q R2 r QqR Pinyprnund Ronnvat'nnc Cost of this Request Category/ Project Budget Category/ Project Name 9250-g 95 n-,rRn 6_On $ 18 774 Account Number Funds Used To Date Program Name gRnOR Fid 1 Fi5 _ parks nevninmmpnt Project Number Remaining Balance Fund BUDGET REVIEW : x Budgeted em Budget Adjustment Attached ;�Cus Budget Manager A ministrative Services Dir ctor CONTRACT / GRANT / LEASE REVIEW : GRANTING 'E 'I ,* Accounting Ma ger Date I ernal Auditor Date CC Atto ney Date ADA Coordinator Date 7� Purchasing Officer Date STAFF RECO` MENDATION : Approval of Bid #99-8. ' , ion Head Date / Cross Reference part c nrector Date New Item : Yes No 2J �Lon dmin rative Services Director D ' /C Prev Ord/ Res 6yLV�/ r L Orig Contract Date : _ �= Date Orig Contract Number : • BID 99-8 A.2,2 Page 2 STAFF REVIEW FORM Description Wilson Park Tot Playground Meeting Date July 20 , 1999 • Comments : Reference Comments : Budget Coordinator Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor �j �( �j 1511) 99-6 FAI Y TTE" LE A.2.3 EHE Gil OF EATETTEVIEIE. ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Mayor Hanna and City Council THRU: Charlie QVenable, Public Works Director FROM: Conmb E monston, Parks & Recreation Superintendent DATE: June 30, 1999 RE : Award of Bid #99-8 : Wilson Park Tot Playground Parks staff requests award of bid #99-8 for Wilson Park Tot Playground Project to TNT in the amount of $46, 179, plus a project contingency of $3 ,000 for a total of $49, 179. This playground would replace the existing tot playground apparatus built in 1987 by Park staff which does not meet current playground safety standards. Wilson Park is located near the center of our city and is convenient for many citizens to utilize. In addition, Wilson is our oldest city park. It attracts many people because it contains a variety of facilities including a swimming pool, softball field, asphalt track, castle area, 5 tennis courts, basketball court, sand volleyball court, restroom, • pavilion, playground equipment, and picnic sites. There is a playground for older children, but there is need for a playground structure to serve tots ages 2 to 5 years old. This project was awarded according to the request for proposal procedure in which playground companies submitted a design based upon specifications provided and a budget of 5501000. The proposal was to include cost and installation of the equipment and ground play surface. Members serving on the professional services committee included Bob Davis - City Council, Charlie Venable - Administration, Peggy Vice - Purchasing Manager, Yolanda Fields - Internal Auditor, Terry Gulley - Parks, Eric Schuldt - Parks, Bob Braswell - Parks, and myself. Four designs were submitted by Midland Construction Company, Inc. , TNT, and Arkoma Playground and Supply (submitted 2 options). Evaluated on a criteria including aesthetic, durability, and play value, TNT was chosen by the committee. Attached is a layout of the proposed playground apparatus. The play surface is the rubberized poured-in-place system that is very durable and has a high shock absorbency for falls. Park staff will remove the existing apparatus. Please call me at 444-3473 if you have any questions on this request. Attachment: Playgrounul layout L2 BID 99-5 A.2.5 m 6 Q � \ \ A f 51 \ ry , Bey p y'•=: \ . J 'Y„h+. 9 _ M• s 0 • airelit +pp q � y -r aay 3aa •Q«� ijli �� j� � I}r6 � y � �� � y � � � Tli f . I p a y � 1 711 v Ro 3 � gRSL $ 89 i! oa IT � � � : $ � BID 99-8 op I BID 99-9 STAFF REVIEW FORM A. 3. 1 RECEIVED x _ AGENDA REQUEST JUL 2 1999 CONTRACT REVIEW GRANT REVIEW CITY OF FAYETTEVILLE CITY CLERK'S OFFICE For the Fayetteville City Council meeting of July 20, 1999 FROM : Connie Edmonston Parks & Recreation Public Works Name Division Department ACTION REQUIRED : Approval of Bid #99-9 for the Root School Playground Project to Midland Construction Company, Inc. in the amount of $43, 909. COST TO CIT ggan nnD PInVgrnimrl Ronnva}inn< Cost of this Request Category/ Project Budget Category/ Project Name 4470- 9470 -5806- 00 7?50_g 95n_5Rn6-nn � 1 95"L Account Number Funds Used To Date Program Name gAnnA . 1 Parke Development Project Number Remaining Balance Fund BUDGET REVIEW : x Budgeted Item Budget A ' ust t ttached BudgzL Managernistrative Services Director CONTRACT / GRANT / LEASE REVIEW : GTING CYO /7 �j Accountigg Manager Date /I ternal Auditor Date C Atto ey Date ADA Coordinator Date i �� �7 - a -99 Purchasing Officer Date STAFF RECOMMENDATION : Approval of Bid #99-9. ion Head Date G Cross Reference 7- L tet / par ; t rect Date New Ieem : Yes No nin rat ve ervices Director Dape Prev Ord/ Res q : ji orig Contract Date : _ ` May Date Ocig Contract Number : _ BID T.E_VI LLE A. 3.22 .1�.'J` TN! CITY Of IAYf TTSVIU(. ARKANSAS • DEPARTMENTAL CORRESPONDENCE TO: Mayor Hanna and City Council THRU: Charlie Venable, Public Works Director FROM: Contfie monston, Parks & Recreation Superintendent DATE: June 30, 1999 RE: Award of Bid #99-0 : Root School Park Playground Parks staff requests award of bid #99-9 for Root School Park Playground Project to Midland Construction Company in the amount of $43 ,909. Root PTO requested $30,000 from the Parks Division to assist in purchasing a playground apparatus for Root Elementary School. The PTO would provide $ 15,000 and school maintenance would install the equipment. In addition, the PTO and school maintenance would make further improvements to Root School Park as outlined in their request. (See attached request.) The request was presented to the Parks and Recreation Advisory Board on March 1 , 1999. The board approved the expenditure of $30,000. Playground projects between the City, school, and PTO's have been very beneficial to the community throughout the years by sharing costs to provide a playground for both school and community usage. This project was awarded according to the request for proposal procedure in which playground companies submitted a design based upon specifications provided and a budget of $50,000. The proposal was to include cost and installation of the equipment and ground play surface. Members serving on the professional services committee included Bob Davis - City Council, Charlie Venable - Administration, Jennifer Wagner - Root PTO, Fred Terrentine - School Buildings and Grounds Maintenance, Peggy Vice - Purchasing Manager, Yolanda Fields - Internal Auditor, Terry Gulley - Parks, Eric Schuldt - Parks, Bob Braswell - Parks, and myself. Four designs were submitted by Midland Construction Company, Inc., TNT, and Arkoma Playground and Supply (submitted 2 options). Evaluated on a criteria including aesthetic, durability, and play value, Midland Construction was chosen by the committee. Attached is a layout of the proposed playground apparatus. Please call me at 444-3473 if you have any questions on this request. Attachment: PIMB meeting minutes Playground layout Letter front Root NO Letter front Fayetteville Public Schools BID 99-8 A.2.9 • . T� a l lei i / ' •, Y. � . If . .^i c� . . . . . .. .. . .I i . � .i . . . . , r: .. { WMEMErl i i 1 i 3 t ! ° 3 `I • ^ �? N q r y N c 71 2 00 { y C 4 � _ •_ F N r, BID 99-9 A. 3.3 PR Alt Regular ixlcehnE • civil rights actions are not covered under ton immunity. Mr. Alexander cited an exangile The Parks and Advisory Board approves the construction ofa to%� er and someone falls Mr. Rose said if the injury resulted from the lack ofa fence or other anx:nity not in place it could be a typical negligence scenario and normally the City would probable be invnune from a damage suit Private practice might allege the case an intentional tort Mr. Rose encouraged PRAB to not think about the legalities but to concentrate on safety. Mr. Rose said park property could be sold. He stated several statutes on the subject. A general authority passed in 1961 reads "any municipality in this state is authorized to o�%n, acquire, construct . reconstruct. extend, equip, improve, operate, maintain, sell , lease, or contract conceming or othermse deal in or expose of any land. buildings, improvements, or facilities of any or every nature whaan er necessan or desirable for the developing and providing of public parks - Money received from land acquired Rom a developer must be spent in the quadrant received for park purposes. Procedures are set for selling property. City Council must first approve thesell and disposition of funds. Additionally, any sell must be advertised in the newspaper for a period of one time a week for four weeks. The advertisement shall describe the property, state the manner of disposition to be made, specify the time and place of the disposition, and state any other requirements stipulated by the disposing instrumentality of govemment including an award to the highest responsible bidder subject to certain provisions. Mr. Charboneau asked if land could be sold outright to a property owners association. Mr. Rose said • it would have to be advertised for bid. However, monetary consideration is not the only consideration being given for the value of the land itself. Mr. Rose cited maintenance by the property owners association could be worth a certain amount of money and could be taken into account. 3. Root School Park Proposal : Jennifer Hansen, Root PTO : The Root School PTO and School Maintenance are requesting Parks to assist with Root School Parks playground renovation project in the amount of $30,000. The total estimated cost of the project is $60,062. Staff Recommendation: To assist Root School PTO and School Maintenance in funding the renovation project in the amount of 530,000 from the Parks Development Fund. Jennifer Hansen said Root School was envisioning addressing two parts of its play area. The Mission Street playground needs replacing to meet current playground standards. The other area is open and would acconnmodate a soccer field and track. The existing basketball court would be resurfaced Root School requested assistance in funding the replacement of four picnic tablas. a play pa % ilion. a eater I'ountain. and a Little T\ kes "Big Tov" with fall media. Mr. Ackerman asked �� htch items were planned for construction for $60,000 and illhe School System had agreed lac funding $30,000 of the request. Ms. Hansen said it was her understanding that Parks and Recreation prouded 30 percent of the funding, the School System pro\ tded 25 percent of the • March 1 , 1999 / Page 2 BID 99-9 A. 3.4 PRAB Regular Meeuul; funding, and the PTO provided the retaining 25 percent of the funding. The first please of the • improvements included the pla' ground equipment . benches, pavilion, and em eater lounta . The School System would protide additional funding for (tie track and soccer field construction upon completion of the first phase, and the PTO would ruse funds for the other half. Mr. Ackerman asked if staff had been presented with a complete layout of the design for the first phase. Ms. Hansen said a list v%ith preliminary quotes from five separate companies had been presented. An actual design had not been completed because the School System did not hate a nate of the area. The University of Arkmtsas Conununi (v Design Caner is willing to prepare a design free of charge for Roo( Elementary School . Nis . Edmonton said she had met %%ith Roy Karr and Fred Turentine and the cost estimates were reasonable. School maintenance personnel would install the equipment. Funding would be allocated from the Parks Development Fund. Last year there was $50,000 budgeted for playground renovation which %vas going to be used Cor Holz Park. Due to the design for I-lot/ playground, there is funding available for Root Schools request. MOTION : ALEXANDER/ LUTTRELL Mr. Alexander moved to approve the staff recommendation to fund the Root School Elementar- request not to exceed $30,000 from the Parks Development fund. The motion was approved, 7-0-0. 4 . Park Land Dedication Ordinance : Development : Razorback Estates Engineer Craflon. Tull & Associates Owner: Lindsec & Associates Location: McConnell Avenue & 71 Bypass Park District: Northwest Park Priority: None Total Acres +/- 22. 5 Acres Units : 22S INIUIH Units Land Dedication Requirements. 4 56 Acres Money in Lieu: $68,400 Existing Parks: Asbell ( Ill acres ), Leecis (27 acres ), Crystal Springs ( 15 acres ). Holcomb ( 7 acres), Salem Village (4 acres), Horseshoe ( A acre% ) . Gordon Long (4 acres), U of A Agri Park (+/- 5 . 0 acres ). Washington CountFairgrounds (47. 4 acres ). Facilities at Ra/orback Estates Plae gnxutd , Clubhouse, Pool , Tennis Court, T%% o Lakes . AAO ( Arkansas Athlete Outreach) Clubhouse Mth Patio Area. AAO l3asketball Arena, AAO Football Field, Outdoor Vollc% ball Court . Outdoor Ilaske(ball Court March 1 . 1999 / Page 3 • BID 99-9 A. 3.5 PROPOSAL FOR RENOVATION OF PLAYGROUND AND PLAYING FIELD OF OOT ELEMENTARY SCHOOL February 19, 1999 Connie Edmonston, Superintendent Fayetteville Parks and Recreation Division 113 W . Mountain St . Fayetteville, AR 72701 Dear Ms . Edmonston, Thank you so much for your interest in our project. Root Elementary School's parents, administration and teachers are hopeful we can partner with the Fayetteville Parks and creation Division and the Fayetteville School District to make needed improvements 0 our neighborhood school. Root is one of the older elementary schools in the district and, frankly, one of the most dated . Recent physical improvements by the school district have done much to increase Our school spirit and give us all renewed pride in being part of the Root community. We are asking for your help in taking this one step further — by updating our playground and playing field . We are requesting $30,000 from the Parks and Recreation Department to complete additions and improvements this summer. Currently, we have a group of determined, enthusiastic parents who are eager to tackle fundraising for this project. We believe we can raise at least one-quarter to half of whatever you grant us, and then some more to cover additional items to which you cannot contribute . Your support will give us the go- ahead , as well as a solid foundation of support on which to build our fundraising drive. Following is a description of proposed improvements to the Root Elementary School aying field and playground . The extent of what we are able to accomplish will depend the tUnC1S available to lis . Without a confirmed budget, we have only sought preliminary estimates on costs . BID 99-9 A. 3.6 1 . We would like to replace the existing " Big Toy " with a newer, more varied and safer. model . One we are considering is made by Little Tykes. With modifications, its i approximate cost will be $28,000 . The required surrounding fall medium could cost an estimated $ 14,000. Total cost: $42,000 . 2 . We would like to purchase several additional pieces of equipment. At this time we ' re considering two balance beams ($800 combined from Little Tykes) and a three- way basketball hoop for the first and second grades ( $562 from Little Tykes) . Total cost: $ 1 ,362. 3 . We plan to re-landscape the open playground area and would like to add eight benches at $250 each, including bases, and two trash cans, at $150 each. This is a fairly standard cost from several distributors . Total cost: $2,300 . Playing Field Items which we hope to fund with the Fayetteville School District include a soccer field, estimated cost $5,500, a track around the circumference of the field, we are putting its cost at about $5,000, (This is probably the single most effective way to increase community use of Root Park), and refurbishing the baseball diamond in the corner of the field, about $3,000. We would like your help with: 1 . Replacing the four picnic tables which used to be on the playground at an estimated cost of $350 each, including bases. These would be wonderful community-minded additions to Root Park . Total cost for four picnic tables: $ 1 ,400. 2 . Purchasing or erecting a play pavilion that represents hoot's "pirate" theme . This will be available for outdoor presentations, gatherings and outdoor classrooms . The cost is difficult to estimate at this time but we are budgeting $ 10,000. Total cost: $ 10,000 . 3 . Installing a much-needed water fountain on the playground . Since the playground iso across the driveway, this will reduce the number of times children have to cross the drive to get a drink of water. We arc estimating about $3,000 . "I " J7-y A. 3.7 Total cost: $3,000 . The combined estimated cost for our project is $60,062.• • Again, we currently have a group of moms who are ready to launch a fundraising campaign . Since we have such a team in place now but may not have these people available to us in the future, we ' re hoping to get our project off the ground as soon as possible. Thank you so much for your time and consideration of this request. Please let me know if there is any more information I can provide . Sincerely, ennifer Hansen, landscape chairman, Root PTO BID 99-9 A. 3.8 Fayetteville Public schools . CCLCOR4TINO TM! PAST WMILC EMORACINO THC FJYuPG TO : CO\TiJE EDNIONSTON FROM: FRED TURRENTINE DATE : JULY 2, 1999 SUBJECT: BIG TOY - ROOT ELEMENTARY Fayetteville Public School Distnet f/ 1 maintenance empltpecs will install all Playground equipment at Root Elementary. Installation kill include ADA compliant sidewalk from parking lot to the Uig toy. 1000 WEST S'ONC G7RC&r PO Do< 649 FAvCTTCCILL% . A.Q pNSA ; 7"1.7J2 ( 3011 d3� 3000 A. 3 . _ IM / 4vi v \ X0 g 4 ! / f / mo / ;rf� , R / , / ` ) E \ \ / / / 2 \ 00 - )! / zm . \ E0 \ a \!_ %i \ \ _ \ �— ! � � � ] o _ / 2 \ \` 3 , ) » / o S @ .> 7S ! O � \ m ° 2 \ $ � � � INTERNET SITE A. 4. 1 STAFF REVIEW FORM • Agenda Request FOR THE FAYETTEVILLE CITY COUNCIL MEETING OF July 20, 1999. FROM: Alett Little Economic Development Department ACTION REQUESTED: Approval of a resolution endorsing the creation of Fayctteville.com, an internet site. The site is set to launch August 1 , 1999. COST TO CITY: $0 Cost of this request Category/Project Budget Category/Project Name Account Number Funds Used to Date Program Name Project Number Remaining Balance Fund BUDGET REVIEW: Budgeted Item Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE/REVIEW: GRANTING AGENCY: • Accounting Manager Date ADA Coordinator Date City Attorney Date Internal Auditor Date Purchasing Officer Date STAFF RECOMMENDATION: Approval of the resolution of endorsement as a gesture of good will, after hearing the presentation by Tate Wolf of interface Computer Center. Interface Computer is the first company to commit to locate in the Arkansas Research and Technology Park and the internet site is a private commercial venture which will link to the City's internet site providing additional marketing for industrial and commercial development. A link will also he provided to the Chamber of Commerce internet site. Cross Reference: New Item: Yes No Economic Development Director Date Previous Ord/Res#: Administrative Services Director Date City Attorney Date Orig Contract Date: • Mayor Date